Privacy Policy - Brompton Man And Van

This Privacy Policy explains how Brompton Man And Van collects, uses, stores, shares, and protects personal data. It applies to all Brompton Man And Van customers in area, including people who request a quote, book a service, communicate with us, or use our moving and transport services. We are committed to handling personal data fairly, lawfully, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Brompton Man And Van is the data controller for the personal data described in this policy. This means we decide how and why personal data is processed for the purposes of providing our services, managing bookings, and meeting legal and operational obligations. We take our responsibility to protect your privacy seriously and aim to collect only the information necessary to run our business effectively and safely.

2. Personal Data We Collect

We may collect and process the following categories of personal data:

Identity data such as your name and title.
Contact data such as your address, email address, and telephone number.
Service information such as details of your move, property access notes, item descriptions, and booking preferences.
Payment data such as billing details and transaction records, where required for invoicing and payment processing.
Communication data such as messages, enquiries, complaints, and any feedback you provide.
Technical data such as basic device, browser, and usage information if you interact with our online systems.
Special circumstances information only where you choose to share it and where it is relevant to the service, such as access needs or health-related movement restrictions.

We do not intentionally collect more information than is needed. If you provide information about other people, such as alternative contact names or property occupants, you should ensure you have the right to share that information with us.

3. How We Use Your Data

We use personal data for the following purposes:

To respond to enquiries and provide quotes.
To manage bookings, schedules, and service delivery.
To communicate with you before, during, and after a service.
To process payments, invoices, and refunds where applicable.
To maintain records of services provided.
To handle complaints, claims, and customer support issues.
To improve our services, operations, and customer experience.
To comply with legal, regulatory, tax, and insurance obligations.
To protect our rights, property, staff, contractors, and customers.

We only use personal data where there is a valid legal basis to do so.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the situation, we rely on one or more of the following:

Contract

We process data when it is necessary to take steps at your request before entering into a contract, or to perform a contract with you. This includes preparing quotes, confirming bookings, arranging collections or deliveries, and providing moving services.

Legal Obligation

We may process data to comply with legal requirements, such as accounting, tax, insurance, or record-keeping obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include service management, internal administration, fraud prevention, business improvement, and maintaining accurate customer records.

Consent

In limited circumstances, we may rely on your consent, for example where specific optional information is provided or where separate consent is required by law. Where consent is used, you may withdraw it at any time.

Vital Interests

In rare cases, we may process personal data to protect someone’s vital interests, such as in an emergency involving health or safety.

5. Sharing and Processors

We may share personal data with carefully selected third parties where necessary for our business operations. These third parties act as processors or, in some cases, independent controllers. We require processors to handle data securely, use it only on our instructions, and comply with applicable data protection law.

Processors and service providers may include:

Payment service providers and invoicing tools.
IT hosting, cloud storage, and software providers.
Accounting and bookkeeping providers.
Communication and messaging service providers.
Professional advisers such as insurers, legal advisers, and auditors.
Regulatory, tax, or law enforcement authorities where required by law.

We do not sell personal data. We do not share personal data with third parties for their own marketing purposes without a lawful basis.

6. Data Retention

We keep personal data only for as long as necessary for the purpose it was collected, including to meet legal, accounting, insurance, and operational requirements. Retention periods depend on the type of data and why it is needed.

Quotation and enquiry data may be retained for a reasonable period to manage follow-up communication and business records.
Booking and service records are retained for the duration of the service relationship and for a period afterward to handle queries, claims, or disputes.
Financial records are retained for the period required by tax and accounting law.
Complaint and correspondence records may be kept longer if needed to defend legal claims or resolve disputes.

When data is no longer needed, we will delete it securely or anonymise it so it can no longer identify you.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure, loss, or destruction. These measures may include access controls, secure storage, staff awareness, and limited access to records on a need-to-know basis. While no system can be guaranteed to be completely secure, we work to maintain a level of protection that is appropriate to the nature of the data we process.

8. International Transfers

If any processor stores or accesses data outside the United Kingdom, we will ensure that appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms approved under data protection law.

9. Your Rights

Under UK GDPR, you have a number of rights regarding your personal data. These rights may apply depending on the circumstances and the legal basis for processing:

Right of access – you can request a copy of the personal data we hold about you.
Right to rectification – you can ask us to correct inaccurate or incomplete data.
Right to erasure – you can request deletion of your data in certain situations.
Right to restriction – you can ask us to limit how we use your data in certain cases.
Right to data portability – you can request certain data in a structured, commonly used format where applicable.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to raise concerns about how your data is handled. If you believe your rights have been infringed, you may lodge a complaint with the UK Information Commissioner’s Office (ICO) or another relevant supervisory authority.

10. Children’s Data

Our services are intended for adult customers and business use. We do not knowingly collect personal data from children unless it is incidentally provided in the course of a service and only where necessary. If we become aware that we have collected children’s data without a lawful basis, we will take appropriate steps to delete it.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or operational practices. Any updates will take effect when published in the revised version. We encourage customers to review this policy periodically so they remain informed about how their data is used.

12. Summary of Our Commitment

Brompton Man And Van is committed to processing personal data in a lawful, fair, and transparent manner. We collect only the information needed to provide moving and transport services, keep it only for as long as necessary, and protect it using reasonable safeguards. We aim to ensure that all customers in area can trust us to handle their information responsibly and in line with GDPR principles.

This policy applies to all Brompton Man And Van customers in area. If you use our services, request a quote, or communicate with us, your personal data will be handled in accordance with this Privacy Policy.